Cn 7 wed13_alterra_finances_feedback_vandenelsen

Plenary meeting China – October 2010
DESIRE FinancesDESIRE Finances
2010 / 20112010 / 2011
Erik van den Elsen, Simone Verzandvoort

1. Financial overview
a) Financial status Year 3 & Panel Review
b) Summary of the surgery sessions
2. Attention points for the next reporting
period

Financial overview year 3 – Financial spending
Year 3: 66%Year 3: 66%
Actually
paid by EU
(51%)
Actually
paid by EU
(51%)

Financial overview year 3 – Financial spending

- Due to the late arrival of the second payment for the second
year (May 18th
2009) the consortium has had to work without
budget for about 15 months.
- The third payment (for year 3) came on December 17th
2009.
Project years Budget / money ● Report submitted Review process
(sheet from the Panel Review presentation)
Financial overview year 3 –Financial overview year 3 –TimelineTimeline

Project years Budget / money ● Report submitted Review process
Financial overview year 3 –Financial overview year 3 –TimelineTimeline
First review process
(5 m)
Submittal of the
second report
Period without
funding
Arrival of the
second payment
Second review
process (2 m)
Arrival of the third
payment
Submittal of the
third report
Third review
1 year after third
payment
Depletion of the
budget
15 Jul.2010

General observations:
• Equipment (52%): behind schedule due to start of
WB4 only in Y2 (depreciation)
• Slightly Higher travel expenses (67%) due to
increased travel costs, 2x plenary meeting in Y2,
WB3 meetings
Total overall spending up to Y3: 61%
Financial overview year 3 –Financial overview year 3 – SpendingSpending

1. Financial overview
a) Financial status up to June & Panel Review
b) Summary of the surgery sessions
2. Attention points for the next reporting
period

Summary of the Surgery SessionsSummary of the Surgery Sessions
Why are the financial numbers (Spendings) Important?
1. Money is the ‘oil in the machine’ for the project;
2. It is an Indicator for the Work being performed;
no spending means: no labor(?)
3. Gives the current status of money available for a
Partner vs. actual usage of this money; money is
available, but is it used?
AND: consequence of not using the available budget =
LOSING the budget!

General observations from all (most) study sites:
• Generally Spending is up-to-date (some partners have recovered
their spending compared to last year),
• General spending in Y3 up to now gives a mixed view; some Study
Sites are on schedule, some ‘overspending’ compared to scheme.
• Alterra information about financial reserve is different from Partners’
information.
(We will send those partners information about money transfers done
until now).

Now: ± 73%Now: ± 73%

Current (Oct 2010) status:
Due to Contract Amendment of the DESIRE contract with
EU no payment until now for Year 4 (although already 8
months into Year4).
Simone is working hard to get this solved.
We hope to get the payments within now and 1 month

DESIRE FinancialsDESIRE Financials
…but first one remark…

DESIRE FinancialsDESIRE Financials
The last reporting round went very well!
THANK YOU
For your cooperation!

Attention points for the next management reportAttention points for the next management report
1.1. Personnel costPersonnel cost:
• AC partners: ONLY cost for staff contracted especially for the
DESIRE project alone can be claimed. NO permanent staff.
• FC partners can claim both permanent and contracted staff.
• A table with personnel Names, Time spent on the project and
Budget involved must be generated and sent to Alterra. This is
new EU regulations (will be in the template).
• Management cost:Management cost:
• Only applicable for ALTERRA (!) Auditing costs can NOT be
claimed from this category.
• Equipment costEquipment cost:
• Only DEPRECIATION of equipment can be claimed. (more info:
last year’s presentation).
• Travel and subsistenceTravel and subsistence:
• Only travel costs from this year can be claimed. When the travel
budget is nearly depleted, a budget shift is required.

5. Consumables5. Consumables:
• Specify the consumables used, eg:
• Copying costs: 210,20 Euro,
• Laboratory chemicals: 98,70 Euro
• Etc.
6. Computing:6. Computing:
• Not applicable: no one has a budget.
7. Other specific costs7. Other specific costs:
• Costs not falling into one of the other categories. These costs have
to be real (invoice) and always have to be justified for the project in
the management report.
8. Subcontracting:8. Subcontracting:
• Only applicable for partner ISWC
8. Auditing:8. Auditing:
• Applicable for partners who have claimed more than 150.000 euro
with the EU; an audit report should be submitted.

Form-CForm-C
• The NEW format (2011) for form-C must be submitted to
the EU (so not the format from last year) -> will be sent to
all partners.
• Attention must be paid to:
 Correct dates (dd/mm/yyyy format)
 Correct names, e-mail addresses, telephone / fax
numbers
 Total amounts (Direct costs, Indirect costs), must be
exactly identical to Table 3 amounts
 For AC partners: Indirect costs must be exactly 20.0 %
 For FC partners: Indirect costs can be any percentage
 Date of signature should be > February 1st
2009
 Signature from both Scientific and Financial responsible
person should be present
 Institute stamp should be present
• The Form-C (Excel file) should be printed in Landscape
format, single sided in duplo (2 copies) and sent by Courier
mail to Alterra.
A correct sample will be sent to all.

Remarks?
Questions?

Cn 7 wed13_alterra_finances_feedback_vandenelsen

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